RFA #008 ESG CV 2 2020 NPS - Request for Applications (RFA) Pre Bid Conference Call August 25, 2020 at 2 3:30pm Conference call
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RFA #008 ESG‐CV 2 2020 ‐ NPS
Request for Applications (RFA)
Pre‐Bid Conference Call
August 25, 2020 at 2‐3:30pm RFA Authorized Contact Person:
Conference call Natasha Ponczek Shoemake
APHCompetitions@austintexas.gov
AGENDA
02:00 pm – 03:30 pm
◦ Welcome and Introductions
◦ RFA Submission Instructions
◦ Scope of Work
◦ Application
◦ Important Dates
◦ Question and Answer Process
2
Welcome & Introductions
Introductions
Housekeeping
o Everyone is muted for the call until the Q&A.
o Materials for meeting located on the website and in Partnergrants:
https://www.austintexas.gov/article/rfa‐005‐covid‐housing‐2020‐nps
o Comment and questions need to be submitted via email to
Natasha.Ponczek@austintexas.gov
o Natasha will be watching her email during the presentation if you have
questions.
o Partnergrants technical assistance will follow the presentation.
3
Initial Steps
All Applicants must:
1. Confirm that their organization is a registered vendor with the City of Austin
◦ To confirm enter the organization’s City of Austin Vendor Number when registering as a
user in the Partnergrants system (see #2 below).
◦ To find the City of Austin Vendor Number please visit Austin Finance Online. and search
for the organization’s legal name.
◦ To register to become a potential City of Austin vendor, go to Austin Finance Online to
register.
2. Be a registered user in the Partnergrants system. The applications will be
submitted through this web-based system. To register, visit the Partnergrants site and
click on “Register Here.”
◦ Note that the organization’s City of Austin Vendor number is required to complete
registration in Partnergrants.
4Sections of the RFA
SECTION NO. TITLE Requires
Applicant
Response (X)
A OFFER SHEET X
B STANDARD PURCHASE DEFINITIONS *
C STANDARD SOLICITATION INSTRUCTIONS *
D SUPPLEMENTAL PURCHASING PROVISIONS *
E RFA SCOPE OF WORK *
F RFA APPLICATION X
G EQUAL EMPLOYMENT/FAIR HOUSING OFFICE NON-DISCRIMINATION CERTIFICATION X
H NON-SUSPENSION OR DEBARMENT CERTIFICATION X
I NON-COLLUSION, NON-CONFLICT OF INTEREST, AND ANTI-LOBBYING CERTIFICATION X
J Applying for APH-Funded Opportunity – PartnerGrants Instructions *
5Section A: Offer Sheet
The Offer Sheet is required for
your application to be valid,and
must be submitted in the
second part of the process.
6Section A: Offer Sheet
o On the Offer sheet the
organization’s representative
states that they are authorized to
submit this application for funding.
o It also states that the
representative has received and
read the entire RFA document
packet sections and agrees to be
bound by the terms therein.
o Required signature by authorized
representative in order for the City
of Austin to accept the application.
7Partnergrants Database
o Website:
https://partnergrants.austintexas.gov
o Partnergrants is an online/web-
based database APH uses for
contract management
o APPLICATIONS MUST BE
SUBMITTED THROUGH THE
PARTNERGRANTS SYSTEM.
o PAPER APPLICATIONS WILL NOT
BE ACCEPTED.
8Submission Documents
o Required RFA Application and attachments
Section No. Item/Document Instructions How to Submit
A Offer Sheet Review, sign and scan signed document Upload into PartnerGrants
Complete in Word template provided
F RFA Application Upload into PartnerGrants
Save as a PDF
Equal Employment/ Fair Housing
G Office Non-Discrimination Review, sign and scan signed document Upload into PartnerGrants
Certification
Non-Suspension or Debarment
H Review, sign and scan signed document Upload into PartnerGrants
Certification
Non-Collusion Non-Conflict Anti-
I Review, sign and scan signed document Upload into PartnerGrants
Lobbying
Other
Staff resumes or job descriptions PDF all of the documents together by question Upload into Partnergrants
Attachments
Other
Backup information PDF all of the documents together by question Upload into Partnergrants
Attachments
9Scope of Work
Austin Public Health seeks qualified social service providers in response to this Request for Applications (RFA)
for Emergency Solutions Grant (ESG) CARES Act funding to provide housing services to persons experiencing
homeless who are impacted by COVID‐19.
Agencies that have not traditionally been funded to serve homeless, but have experience helping low income
persons from communities of color or historically marginalized communities find or stay in housing,
administering financial assistance or Rapid Rehousing services are encouraged to submit an application.
ESG‐CV funds are to be used to assist individuals and families who are homeless prevent, prepare for, and
respond to negative effects of the coronavirus pandemic (COVID‐19) by providing connections to permanent
housing.
Funds will be used to provide Rapid Rehousing, a housing project that provides supports to persons
experiencing homelessness to rapidly move into housing.
These individuals will be referred through Coordinated Assessment process who are currently residing in the
COVID Protective Lodges (ProLodges) or currently residing on the streets and are impacted by COVID‐19.
10Scope of Work: Funding and Timeline
Austin Public Health has $7,500,000 available in one-time funds. In the event additional funds become available, these funds may be used to support additional
awards through this solicitation.
Austin Public Health anticipates awarding multiple Agreements for a minimum of a 12-month term, with a possibility for renewal.
The program design is Rapid Rehousing, and there are two eligible project types - Housing Supportive Services and Fiscal Agent - available with different funding
amounts and minimum request amounts. An Agency may apply for both project types, but must submit two applications if they would like to do so.
All funding is conditional upon approval from the Austin City Council. If awarded, Austin Public Health staff will create a contract structured as a reimbursement-based
agreement where an agency is reimbursed for expenses within two weeks incurred and paid through the provision of adequate supporting documentation that verifies
all expenses.
Project Type Amount Available Minimum/Maximum Amount Requested
Housing Supportive Up to $800,000 for Housing Applicants may apply for a minimum request of $50,000 and a maximum of
Services Location and Housing Stability Staff up to $400,000 the amount of funding available.
costs
APH anticipates awarding multiple agreements.
Fiscal Agent Up to $300,000 for Staff costs APH anticipates awarding one agreement which will include Administration
costs and Direct Financial Assistance (amount to be determined up to
$6,400,000).
Any other costs for the program including HMIS Licenses, computer costs,
and direct financial assistance (rent, utilities, etc.) will be determined at time
of contract negotiation.
11Scope of Work: Application Evaluation
• Applications will be evaluated based on the content of their application and then, an evaluation panel of subject matter experts
from the City of Austin, the Ending Community Homelessness Coalition (ECHO), and the Austin community, will determine
Applications to receive funding.
Section A: Offer Sheet Required Applicants must print, sign, No points, but Applicant must submit Offer
scan and upload signed Sheet in order to submit RFA
forms.
Section F: RFA Application
Section I: Preliminary Questions Questions 1-10 No points, but Applicant must pass
threshold defined in Applicant Minimum
Qualifications to be evaluated
Section II: Program Services, Questions 1 - 8
20 points
Experience and Administration
Section III: Priority Population Questions 9-11 20 points
Section IV: Data Management, Questions 12-17
Reporting and Performance 20 points
Standards
Section V: Racial Equity Question 18-20 20 points
Section VI: Project Staffing and Questions 21-25
20 points
Budget
Total: 100 Points
Section VII: BONUS Advisory Council Questions 28-30
15 points
Section
12RFA Application: Evaluation Factors
All Applicants will be evaluated on a case by case basis. Consideration will be given to Applicants:
● Preferred experience providing Emergency Solutions Grant or other federally funded financial
assistance.
● With the capacity to start the administration of the funds immediately and efficiently
● Preferred experience collaborating with other agencies in a fiscal agent or lead role.
Fiscal Agent Evaluation Factors
Programs must:
● Have experience providing financial assistance to low income individuals including issuing checks to
landlords, utilities, and other entities on behalf of clients.
● Provide sufficient administrative infrastructure to comply with fiscal and compliance requirements.
● Be able to disperse payments quickly to landlords (within 2 business days of complete and eligible
application)
● Provide training to contracted service providers on processes to request financial support
● Establish feedback and quality improvement systems for community partner agencies, landlords, and
other partners
● Develop user-friendly processes for partner service providers to submit requests and documentation for
assistance
13RFA Application: Evaluation Factors
Housing Supportive Services Evaluation Factors
Programs must:
Have capacity to start the project quickly and efficiently
Have administrative infrastructure to comply with fiscal and compliance requirements
Have strong connection to communities of color and historically marginalized communities
Use the homeless database – Homeless Management Information System (HMIS) - to track
client services and performance metrics. It is not required that agencies must already be using
HMIS, just that they are willing to train and have staff capacity to use the database.
Establish feedback and quality improvement systems for clients, landlords, and other partners
Develop clear protocols on targeting financial assistance and achieving optimal leverage of
other community programs/services
Have experience providing Case management, housing location, housing stability case
management or other services to assist homeless and/or low-income individuals experiencing
a housing crisis.
14RFA Application
Application Section Tips:
• Make sure to answer every question and every
part of each question.
• And note that there are drop down boxes with
preselected answers.
• There are a number of links within the document
that should be reviewed in order to understand the
context of the questions as well as the guidance
from the funders about what program design,
eligibility, and HMIS requirements are expected to
be seen in your answers.
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